Stop Chasing Medical Records
One platform. One team. Every record is handled so your team can focus on higher-value work.
Request, track, pay, and receive medical records in one place without portals, faxing, or manual follow-ups.
Built for medical records today; designed to scale across broader health data tomorrow.
What is RecordSync?
RecordSync is the secure, centralized platform that powers every record request handled by Record Retrieval Solutions. It’s not just software and it’s not a retrieval partner on its own.
RecordSync gives you:
- One place to submit and track requests
- Real-time visibility into provider outreach
- Secure delivery and storage of records
- Built-for-purpose workflows for regulated teams
Why Teams Use RecordSync
Medical record retrieval breaks down when visibility is lost. RecordSync was built to keep every request clear, controlled, and moving
Common Challenges
- No visibility after a request is submitted
- Status updates buried across emails and portals
- Uncertainty around whether providers are being followed up with
- Difficulty keeping records and correspondence organized
- Manual tracking across cases, claims, or matters
RecordSync Solves This
- Live, centralized request tracking in one dashboard
- Clear, real-time status updates tied to provider activity
- Full visibility into provider outreach handled by the RRS team
- All records and correspondence delivered and stored in one place
- One portal for all teams, cases, and claims
Who RecordSync Is Built For
RecordSync is designed for teams managing volumes of medical record requests who need visibility — without becoming the retrieval department.
Insurance and claims teams managing high request volume
Keep claims moving without chasing providers or portals.
Legal teams handling time-sensitive, complex cases
Maintain visibility and control without manual tracking.
Life sciences teams protecting study timelines
Ensure records are requested, followed up on, and delivered without delays.
Operations teams responsible for oversight, not execution
See what’s happening without doing the work themselves.
Any team tired of juggling portals, emails, and spreadsheets
Replace fragmented tools with one accountable workflow.
Everything You Need to Stay In Control — Without Doing the Chasing
Real-Time Request Visibility
See the status of every request as it moves from intake through provider outreach, fee processing, and delivery — without asking for updates.
Provider Follow-Up Transparency
Know when providers are contacted, how often follow-ups occur, and when “No Records Found” is confirmed — all handled by the RRS team.
Secure Record Delivery
Access and download completed records directly from RecordSync with secure, HIPAA-compliant delivery.
Fee & Invoice Clarity
Track provider fees, approvals, and payments in one place — without back-and-forth emails or spreadsheets.
Centralized Activity History
Every request update is captured in one timeline so your team always knows what’s happening and what’s been done.
Built to Fit Into Enterprise Workflows
RecordSync is designed to operate inside complex, high-volume environments — not alongside them.
The platform is API-ready and built to integrate with enterprise systems, case management tools, and internal workflows so record activity fits seamlessly into how your organization already operates.
This ensures visibility and control without forcing teams to change systems or manage manual handoffs.
How RecordSync Works with Record Retrieval Solutions
Requests are submitted through RRS
Clients submit record requests through Record Retrieval Solutions using a standardized intake process.
Retrieval is handled by the RRS operations team
The RRS team manages provider outreach, follow-ups, fees, and responses — end to end.
Every action is reflected inside RecordSync
All provider activity, updates, and responses are captured automatically in RecordSync.
Clients track progress in real time
Teams can see exactly where each request stands without emailing, calling, or checking multiple systems.
Final records are delivered securely through the portal
Completed records are delivered directly in RecordSync for secure access and download.
Enterprise-Grade Security and Privacy — Built In
RecordSync is designed to meet the security and privacy requirements of regulated teams without adding complexity to everyday work.
- HIPAA-compliant workflows
- Secure, role-based portal access
- Encrypted file delivery and storage
- Controlled user permissions by role
- Complete activity history available for review and reporting
Why RecordSync Is Different from Portal-Only Tools
Unlike generic portals or third-party tools, RecordSync was built by a medical record retrieval company — not a software vendor. With over 35 years of operational experience, RecordSync reflects how retrieval actually works in the real world: provider delays, fee handling, repeated follow-ups, and incomplete responses.
That’s why RecordSync doesn’t just organize requests — it supports a process where the work is handled, and the details stay visible.
Built and used daily by teams managing thousands of medical record requests
“RecordSync eliminated the need for our team to chase providers.”
RecordSync x Filevine
RecordSync is the proprietary portal of Record Retrieval Solutions for fast and secure medical record retrievals
Frequently asked questions
No. Once a request is submitted, the Record Retrieval Solutions team owns provider outreach and follow-ups end to end. RecordSync gives you visibility into progress without requiring your team to chase updates.
Portal-only tools organize requests but still require your team to manage follow-ups. RecordSync pairs software with a dedicated retrieval team that does the work for you while keeping everything visible in one platform.
Record Retrieval Solutions follows defined, repeatable SOPs for every medical record request, with structured follow-up schedules and documented outreach at each stage of the process. When a provider or ROI vendor falls behind, requests are escalated to a dedicated team of Escalation Specialists who focus specifically on delayed or complex cases. This team applies additional outreach strategies and persistence to keep requests moving forward. All activity is reflected in RecordSync in real time, so your team has full visibility into what’s happening—without needing to intervene or manage escalation themselves.
Yes. RecordSync is designed for teams managing hundreds to thousands of active medical record requests at a time, across multiple providers and cases.
Onboarding is lightweight. Our team helps configure RecordSync around your workflow so you can begin submitting requests quickly without disrupting existing processes.
RecordSync is API-ready and designed to integrate with enterprise systems, case management tools, and internal workflows as needed.
Yes. RecordSync uses HIPAA-compliant workflows and is built on enterprise-grade, SOC 2–certified infrastructure, including AWS and Xano.
RecordSync is not designed for individuals trying to obtain their own medical records for personal use. It’s built for organizations — including small teams — that need a reliable, centralized way to manage medical record requests without handling provider follow-ups themselves.
Take the Work Off Your Plate
Whether you’re ready to start or want a walkthrough first, RecordSync is built to remove the chasing — while keeping you in control.
